When launching the application for the first time, you need to create a company that you will use for accounting, or one in which you want to "try out" the accounting features. You can create an unlimited number of companies regardless of which version of Flexi you own.

A new company can also be created after the first launch by clicking the company icon in the top-left corner:

A panel will then open on the right side, where you click the "Create a new company" button:

In the next window, fill in the basic company information:

Please note! The organization type and legislation cannot be changed later!

After filling in the details, click the "Create" button.

Flexi will notify you in the bottom-left corner that the company has been successfully created:

By clicking the "Settings" button, you can add further company details such as the Primary Activity, data mailbox, or Tax Office for VAT purposes, as well as the company logo, an alternative company address, or an Authorized Person.

When you then click the arrow in the top-left corner, additional company settings will be displayed, organized by individual modules.

Here you fill in the details relating to the company.

Here you configure the legislative details of the accounting entity.

In the Primary Activity NACE field, enter the primary activity code, which can be found in the adisepo code list.

Country and organization type will be filled in based on the information entered when the company was created.

Be sure to check the "VAT Payer" field if the company is registered for VAT.

By checking the "Restrict VAT country selection" field, you can limit the number of countries offered on documents.

In the Regional Tax Office and Local Branch field, enter the relevant offices from the company address book.

The "One-Stop Shop special scheme" field is intended only for companies operating under Slovak legislation or registered for VAT in Slovakia. Use the checkbox to indicate whether the company is registered under the VAT special scheme or not. The value of this field is used to populate the same field on newly created documents.

In the Currency field, enter the currency in use.

Authorized Person and Representative — you can fill in the required individuals.

Here you can upload the company logo and stamp, most commonly in .jpg or .png format. The maximum recommended size is 800.0 x 1200.0 pixels.

Exchange Rates — option to configure exchange rate downloads. Note that you can only set either a Daily rate or a Monthly rate, not both at the same time.

Communication — when sending emails via SMTP, you can configure automatic sending, a blind copy address, and an EAN code for EDI communication.

GDPR — In individual modules, an option will appear to view the purposes linked to a specific record.

Here you can set the default document types that will be automatically assigned in the relevant module when clicking "New".

​Payment terms (days) — here you can pre-set the default payment terms for all issued invoices.

Additional text on invoice — text entered here will appear on every invoice in the area below the logo/signature/stamp.

Allow deduction of unpaid issued advance payment — checking this option enables deduction of advance payments and advance payment tax documents without a link to the settling document.

Exclude automatic document rounding items from VAT — check this only if you use the individual rounding method. In that case, rounding items will not appear in the VAT return.

Reservation mode — used to define the reservation system for orders. You can choose to have reservations created automatically when an order is placed, simultaneously with goods being received into stock, or to define reservations manually. You can also allow reservations to be created even when goods are not in stock by checking the Allow negative reservations option.

Automatically generate a job order number matching the purchase order — use this if you want to automatically generate a job order together with a purchase order.

In the Recalculate prices when customer changes field, you can choose whether prices should be recalculated, left unchanged, or whether the system should prompt you before recalculating.

Here you can set the default document types that will be automatically assigned in the relevant module when clicking "New".

Default payment terms [days]

The number of days you enter will apply to all documents (the value is used as the due date). This is the base setting with the lowest priority. Payment terms can be configured in three places:

In practice, when creating a new invoice, the payment terms are taken from this setting (if no value is entered here, the due date will match the issue date). When you select a specific invoice type that has its own payment terms configured, those terms will override the original ones. When you then select a company, the process repeats. The resulting date can be manually overridden directly on the invoice.

Date for the Apply tax supply date field — determines which field's value will be used to populate the Apply taxable supply field on received invoices and other liabilities.

Require signature before issuing a payment order — checking this option activates the signature functionality for users who have signing rights.

Allow deduction of unpaid received advance payment — if you want to deduct unpaid advance payments from invoices, you must check this field.

Here you can set the default document types that will be automatically assigned in the relevant module when clicking "New".

Document type for imported bank statements — select the default document types for bank receipts and bank payments.

Valuation method — select either the Average Cost method or FIFO according to your needs.

Allow generation of issue requests — check this if you want to allow "issuing into negative stock," meaning Flexi will allow you to create an issue note even when the goods are not in stock. Once the goods are received into stock, the issue requests must be settled via Tools – Update Issue Requests.

Update purchase price in price list upon receipt — when this field is checked, the purchase price in the Inventory – Price List menu will be recalculated after every goods receipt.

Post warehouse to accounting — use this if you account for inventory using Method A, i.e., posting to accounts 111, 112, 131, 132, etc. If you account for inventory using Method B (posting directly to consumption), leave this field unchecked.

New document type

Here you can set the default document types that will be automatically assigned in the relevant module when clicking "New".

Here you can set the default document types for generating insurance liability documents.

You also set the relevant Social Security Office (OSSZ) from the company address book here — bank account details must be entered manually for the selected OSSZ!

Here you can set the default document types for generating tax liability documents.

You also set the relevant tax office from the company address book here — bank account details must be entered manually for the selected office!

Here you can set the default document types for generating payroll documents.

Default employment contract settings for employees. These settings only pre-populate the details for a new employee; the values can be freely changed directly on the individual employee record if needed.

Configure the payment due dates for documents generated from the Payroll Update process.

Permille rate for mandatory insurance calculation — enter the permille value; without this information, the form cannot be generated.

Reduce vacation for unexcused absence — the reduction is applied only when the total hours of unexcused absence is an exact multiple of the daily working hours.

Sick leave — Automatically set the sick pay period

This checkbox determines the application's behavior:

Warn about sick pay period check during payroll calculation

If you do not check the preceding option "Automatically set the sick pay period," we recommend checking the "Warn about sick pay period check during payroll calculation" option. During payroll calculation, you will then be alerted to any unfilled sick pay periods, so you can verify whether this is an oversight or intentional.

50% wage compensation refund for sick leave — activates the wage component for refunds.

Short-time work (Kurzarbeit) compensation percentage — defines the percentage of short-time work compensation.

Protect pay slips with a password — an option to set a password for protecting pay slips will be added to the employee record in the HR module.

Pension savings contribution — activates the Pension Savings Contribution wage component. The contribution percentage can then be entered in the field below.

New document type

Manual document number override — allows you to manually edit the auto-generated number in the internal number field.

Transfer cost center from company — when active, the cost center from the relevant company in the address book will be transferred to the document where that company is selected.

Validate companies and accounts when creating a document — since company information, including bank accounts, can be downloaded into Flexi online, verification is also possible. When this option is enabled, Flexi will check whether the bank account listed for a given company on an invoice is registered (i.e., retrieved from the official register).

Further related settings can be found in this article — Company Settings - WUI